Thanks for watching. Remember to comment below and let me if you have any other questions on external or guest access in Teams 😀 Get our free Teams training deck here: www.meetimeservices.com/free-teams-training-deck or apply to join our Modern Workplace Accelerator Programme: aka.meetimeapps.com/call or If you liked this video or it helped you out at all, then please consider buying me a beer to help support the channel to keep making free content: www.buymeacoffee.com/meetime (it is entirely optional and only a one-off payment, no subscription required)
Hi Gavin! I am a bit confused. So if I have a "prospect" should I set them up as a "guest" or an "external"? What if that prospect becomes a "new client", what's the best way to set them up? I want to share files with them and chat. They don't have a Microsoft Teams account. I want it to be as painless as possible for the prospect/client to use MS Teams. By, the way, I subscribed. Thanks!
Hi Lyn, Sounds like you are in consulting(?) or similar industry. If they do not have a Microsoft Teams account, then I would not recommend trying to get them on as it is likey to be painful for the client. Especially if they are only a prospect, then I would revert to whatever is easiest for them, which probably is not signing up for a new piece of software they are not familiar with. If you want to bring people on-board once they become a client, then you could add them to a Team to make them a guest - if they do not already have a Microsoft account, then they will be directed to create one. Depending on your business how you set this up might vary e.g. a Team for each client or 1 Team with private channels for each client. Depending on what you want to do then using Slack might be easier/cheaper and get similar results. If you need any more help, then happy to jump on a call if you book one using the link and mention this conversation in the where did you hear about us box 👍 www.meetimeservices.com/call
Hi Gavin, Thanks for your video! I hold weekly lectures via Teams with about 100 in attendance. I generate a roster so I can enter credit for attendance. On the roster every week I have about 20 people who are only identified as "guest." Everyone else who joins are identified by name. These are simply lectures held via Teams with a speaker who shares PowerPoint slides. How can I find out who these guests are? The announcement with Teams link goes to ~1000 internal and external people. Thank you!
Hi Elza - I am presuming this is happening: techcommunity.microsoft.com/t5/microsoft-teams/teams-team-member-are-labeled-as-guest/m-p/1321017 ...people joining via browser and not logging in? You could verify it with a small test with some colleagues, then maybe send a communication to students to say, if they are not logged in, they won't get credit?
@@MeeTime Thank you Gavin! Strangely, without doing anything on Dec. 13, all "guest" participants on the roster disappeared. I'll see what happens again on Dec. 20th. If persists, will send communication they need to log in to get credit. Thanks
hi, thanks for this video... i have a query... i m using ms chat. i tried to invite an user (say gmail) from chat by "add people". anyhow it is not working... the external user is able to open the ms team but there is no chat message showing... can u plz tell me where is the mistake
Chat is not the same as adding people to a Team. This depends on your organisation settings (as IT might have blocked chat with external users) and other settings whether they already have a Microsoft account, whether it is a personal or a work account etc. Best to troubleshoot with your IT department
We're a recruitment company, and we're looking at how we can create Teams calls which we can schedule on behalf of our clients for their interviews but where we won't be involved in the interview. Do you know how we can do this easily, we've tried enabling people to bypass the lobby but they still need the organiser to login in and start the call.
Get the client to sign up for Calendly (or use Microsoft Bookings, but working across time zones is not great) and then book on the Calendly website, using the candidates email
Thanks Gavin, this was very helpful. I was wondering if you could help with a related problem I am having. I joined another organisation as a Team member some time back, and have been struggling to leave the organistation. I have now followed the correct protocols and left the organisation, however, the tenant still apears under my name with a exclaimation mark. One of the contact in that team is only coming up as a guest when I type his name from my organisation. There is no option to open an External chat. I chat with many people from that same organisation through the External function, but there is a problem with this particular person. I am unable to get to him as an external contact. All guest comms do not work as you would need to switch organisations. Not sure if you could offer some advice?
Hi Malcolm - A tricky one to diagnose over YT comments. If you have removed yourself from the other organisation (via settings, accounts, leave org) and have tried typing in their full external email address in chat (rather than relying on auto-complete) then it might be best to speak to your IT department to see if there is something going on in AAD or might just need a fresh install (assuming this only happens on the desktop app - you could try from web or mobile)
Hi Gavin, I have one doubt. I was in my internal meeting but as a external guest user to other organization it was showing available. Just want to know how can we sync both status (like it should display that I am in meeting to other organization team) Please help me out in this
If you are a guest in another tenant, that will not see your own tenant's calendar or status. It is like completely signing out and into another instance of Teams, more like if you were in the guest organisation. Shared channels, coming out soon, will sort this issue for you assuming you move to that way of collaborating externally
Having an issue where guests are not seeing they have any notifications or alerts even though there are mentions for them? Is this purely a setting issue in their notifications? The notifications show up once they switch tenant's but not before.
Hi Vanessa, I am seeing the same after the latest update to Teams. I am presuming this is a bug as not even the little red icons appear in the external tenant now in the desktop app, but they still do on the mobile apps. For now, a workaround (and good practice for externals) is to leave email notifications on the hour or more regularly (as this setting is per tenant so can be turned off in the home tenant but left for frequent delivery in the external one) so that at least when you miss something you get an email. I would raise this with Microsoft via a support ticket - speak to your IT department if you do not have access.
Hi Gavin - is there a way to invite external people to a Meeting (nót a Team) by emailing them the link, and not a calendar invite? We like having some control over what the invitation email looks like, and want to send an attachment for them to read beforehand. Our experience is that less people read the invite/open the attachment, when it's sent as a Calendar Invite than as a regular email. Will their options/capabilities in the meeting be affected (I've often experienced not being able to use chat, etc..)?
You could do something like adding the calendar invite just for yourself (to generate a unique teams link), copy this and paste into a separate email. You would have to check on the meeting settings to allow anyone into the meeting and anyone to chat etc. and you might have to check with your IT department on any external settings they have/haven't enabled that could impact this - or just have a go and see 👍
@@MeeTime First try is - people click the link in their email and don't always get connected with the MS Teams app with their proper account. People who logged in through the (copy-pasted) link, without being logged into their desktop application properly, experienced issues with a black screen in the Breakouts. Not sure how much this has to do with external/guest access though. I find that quite confusing still, honestly. It also seemed to depend on whether people had paid microsoft accounts or different ones. MS Teams meeting for lots of external users is giving me rather a headache so far! But will keep experimenting.
Gavin, thanks for the videos. I have a workgroup of volunteers, each has their own Office 365 license, I have a Small Business license. I have Teams up and going and have created my Team/Channels. For six of the group I can create as Guests, one as an External (belongs to another domain). All others are on Gmail, I am on Outlook. As noted, I created a Team/Channel in Teams that they can see in their Teams and can have meetings and chats - all good. We want it so that one guest can chat or meet with another guest (in this Team/Channel) without me having to be logged into Teams. In a funny sort of way, use Teams like we use regular Skype. Can this be done?
Hi Gnostic. If you just want to use it like Skype for business, this is just using the chat functionality and you do not need to worry about Team creation, invites, guests or external users at all - you just need the option to chat with external participants, does this sound about right for your needs? If so, as long as each organisation you want to chat with has the ability to chat with external participants turned on (I think this is default, but someone can correct me if not), then you should just be able to enter their email into the new chat box and it will connect you like Skype for business used to.
Thanks for watching. Remember to comment below and let me if you have any other questions on external or guest access in Teams 😀
Get our free Teams training deck here: www.meetimeservices.com/free-teams-training-deck or apply to join our Modern Workplace Accelerator Programme: aka.meetimeapps.com/call or If you liked this video or it helped you out at all, then please consider buying me a beer to help support the channel to keep making free content: www.buymeacoffee.com/meetime (it is entirely optional and only a one-off payment, no subscription required)
Hi Gavin! I am a bit confused. So if I have a "prospect" should I set them up as a "guest" or an "external"? What if that prospect becomes a "new client", what's the best way to set them up? I want to share files with them and chat. They don't have a Microsoft Teams account. I want it to be as painless as possible for the prospect/client to use MS Teams.
By, the way, I subscribed. Thanks!
Hi Lyn,
Sounds like you are in consulting(?) or similar industry. If they do not have a Microsoft Teams account, then I would not recommend trying to get them on as it is likey to be painful for the client. Especially if they are only a prospect, then I would revert to whatever is easiest for them, which probably is not signing up for a new piece of software they are not familiar with.
If you want to bring people on-board once they become a client, then you could add them to a Team to make them a guest - if they do not already have a Microsoft account, then they will be directed to create one. Depending on your business how you set this up might vary e.g. a Team for each client or 1 Team with private channels for each client.
Depending on what you want to do then using Slack might be easier/cheaper and get similar results.
If you need any more help, then happy to jump on a call if you book one using the link and mention this conversation in the where did you hear about us box 👍
www.meetimeservices.com/call
Hi Gavin, Thanks for your video! I hold weekly lectures via Teams with about 100 in attendance. I generate a roster so I can enter credit for attendance. On the roster every week I have about 20 people who are only identified as "guest." Everyone else who joins are identified by name. These are simply lectures held via Teams with a speaker who shares PowerPoint slides. How can I find out who these guests are? The announcement with Teams link goes to ~1000 internal and external people. Thank you!
Hi Elza - I am presuming this is happening: techcommunity.microsoft.com/t5/microsoft-teams/teams-team-member-are-labeled-as-guest/m-p/1321017
...people joining via browser and not logging in? You could verify it with a small test with some colleagues, then maybe send a communication to students to say, if they are not logged in, they won't get credit?
@@MeeTime Thank you Gavin! Strangely, without doing anything on Dec. 13, all "guest" participants on the roster disappeared. I'll see what happens again on Dec. 20th. If persists, will send communication they need to log in to get credit. Thanks
hi, thanks for this video... i have a query... i m using ms chat. i tried to invite an user (say gmail) from chat by "add people". anyhow it is not working... the external user is able to open the ms team but there is no chat message showing... can u plz tell me where is the mistake
Chat is not the same as adding people to a Team. This depends on your organisation settings (as IT might have blocked chat with external users) and other settings whether they already have a Microsoft account, whether it is a personal or a work account etc. Best to troubleshoot with your IT department
We're a recruitment company, and we're looking at how we can create Teams calls which we can schedule on behalf of our clients for their interviews but where we won't be involved in the interview. Do you know how we can do this easily, we've tried enabling people to bypass the lobby but they still need the organiser to login in and start the call.
Get the client to sign up for Calendly (or use Microsoft Bookings, but working across time zones is not great) and then book on the Calendly website, using the candidates email
Thanks Gavin, this was very helpful. I was wondering if you could help with a related problem I am having. I joined another organisation as a Team member some time back, and have been struggling to leave the organistation. I have now followed the correct protocols and left the organisation, however, the tenant still apears under my name with a exclaimation mark. One of the contact in that team is only coming up as a guest when I type his name from my organisation. There is no option to open an External chat. I chat with many people from that same organisation through the External function, but there is a problem with this particular person. I am unable to get to him as an external contact. All guest comms do not work as you would need to switch organisations. Not sure if you could offer some advice?
Hi Malcolm - A tricky one to diagnose over YT comments. If you have removed yourself from the other organisation (via settings, accounts, leave org) and have tried typing in their full external email address in chat (rather than relying on auto-complete) then it might be best to speak to your IT department to see if there is something going on in AAD or might just need a fresh install (assuming this only happens on the desktop app - you could try from web or mobile)
Hi Gavin, I have one doubt. I was in my internal meeting but as a external guest user to other organization it was showing available.
Just want to know how can we sync both status (like it should display that I am in meeting to other organization team)
Please help me out in this
If you are a guest in another tenant, that will not see your own tenant's calendar or status. It is like completely signing out and into another instance of Teams, more like if you were in the guest organisation. Shared channels, coming out soon, will sort this issue for you assuming you move to that way of collaborating externally
Having an issue where guests are not seeing they have any notifications or alerts even though there are mentions for them? Is this purely a setting issue in their notifications? The notifications show up once they switch tenant's but not before.
Hi Vanessa, I am seeing the same after the latest update to Teams. I am presuming this is a bug as not even the little red icons appear in the external tenant now in the desktop app, but they still do on the mobile apps.
For now, a workaround (and good practice for externals) is to leave email notifications on the hour or more regularly (as this setting is per tenant so can be turned off in the home tenant but left for frequent delivery in the external one) so that at least when you miss something you get an email.
I would raise this with Microsoft via a support ticket - speak to your IT department if you do not have access.
Hi Gavin - is there a way to invite external people to a Meeting (nót a Team) by emailing them the link, and not a calendar invite?
We like having some control over what the invitation email looks like, and want to send an attachment for them to read beforehand. Our experience is that less people read the invite/open the attachment, when it's sent as a Calendar Invite than as a regular email.
Will their options/capabilities in the meeting be affected (I've often experienced not being able to use chat, etc..)?
You could do something like adding the calendar invite just for yourself (to generate a unique teams link), copy this and paste into a separate email. You would have to check on the meeting settings to allow anyone into the meeting and anyone to chat etc. and you might have to check with your IT department on any external settings they have/haven't enabled that could impact this - or just have a go and see 👍
@@MeeTime Thank you! Will do a trial run.
@@maartjedemeerr No worries. Let me know how you get on 👍
@@MeeTime First try is - people click the link in their email and don't always get connected with the MS Teams app with their proper account.
People who logged in through the (copy-pasted) link, without being logged into their desktop application properly, experienced issues with a black screen in the Breakouts.
Not sure how much this has to do with external/guest access though. I find that quite confusing still, honestly. It also seemed to depend on whether people had paid microsoft accounts or different ones.
MS Teams meeting for lots of external users is giving me rather a headache so far! But will keep experimenting.
Gavin, thanks for the videos. I have a workgroup of volunteers, each has their own Office 365 license, I have a Small Business license. I have Teams up and going and have created my Team/Channels. For six of the group I can create as Guests, one as an External (belongs to another domain). All others are on Gmail, I am on Outlook. As noted, I created a Team/Channel in Teams that they can see in their Teams and can have meetings and chats - all good. We want it so that one guest can chat or meet with another guest (in this Team/Channel) without me having to be logged into Teams. In a funny sort of way, use Teams like we use regular Skype. Can this be done?
Hi Gnostic. If you just want to use it like Skype for business, this is just using the chat functionality and you do not need to worry about Team creation, invites, guests or external users at all - you just need the option to chat with external participants, does this sound about right for your needs?
If so, as long as each organisation you want to chat with has the ability to chat with external participants turned on (I think this is default, but someone can correct me if not), then you should just be able to enter their email into the new chat box and it will connect you like Skype for business used to.